A grant staffing plan explains who will deliver the project, what each role will do, how much time they will contribute and why the proposed team is appropriate for the work.
Some funding opportunities explicitly require a staffing plan or key personnel information. The core quality test is consistency: staffing should match the work plan, organizational capacity and personnel budget.
What should the staffing plan include?
- Position title.
- Role and responsibilities.
- Level of effort or FTE.
- Required qualifications.
- Reporting line.
- Whether the person is existing, named or to be recruited.
- Connection to budget and activities.
Do not overstaff the proposal
Every position should have a real implementation purpose. Adding senior titles without clear responsibilities can make the budget look inflated.
Check timing
If a role is required from month one, the recruitment plan and budget should make that possible. Do not show critical staff arriving after the activities they are meant to manage have already started.
Staffing plan vs organizational capacity
The staffing plan describes the project team. The organizational capacity section explains the broader systems, experience and institutional capability behind that team.
Use the Award Absorption Capacity Check to test whether your current team can realistically manage the proposed award.
Frequently Asked Questions
Should every staff member be named?
No. Follow the donor’s instructions on key personnel and proposed hires.
What is FTE?
Full-time equivalent, a way of expressing the proportion of a full-time role allocated to the project.
Should consultants appear?
Yes where they are material to delivery, but distinguish them clearly from employees.
Can existing staff be charged to the grant?
Often yes, subject to donor rules, allocation methods and actual level of effort.
What is the biggest mistake?
A staffing plan that does not match activities, timing or personnel costs.
Conclusion
A strong staffing plan proves that the project has the right people, effort and accountability structure to deliver the work described in the proposal.
Source
U.S. Economic Development Administration: staffing plan guidance example
Put this guide into practice
Free resource: The Hidden Formula Funders Love. Use this free guide to apply the article’s advice to your next funding decision or application.
Optional paid resource: Nonprofit Grant Proposal Templates. Proposal, concept note, budget, logframe, M&E and donor-document starting points. Review the product details and current price before purchasing.
